Key Questions

Is the project on track to satisfy the customer's business objectives?Uncertain

Is the project on track to achieve the objectives in the approved timeframe?No

Is the project on track to achieve the objectives within the approved budget?No

Project Overall Health

Comments

Yellow

During the October 2024 assessment period, the project’s overall health is yellow, based on observations and analysis of the project’s governance, time management, cost/contract, scope, resources, quality, and risk focus areas. Resources, Quality, and Risk remain green. Scope also remains green and Cost/Contract remains yellow. Governance remained yellow, but there are areas of concern: the Project Director resigned, Project Management plans are still not approved and the plans are not being consistently followed. Phase 1 OL: the team continued formal Knowledge Transfer. Phase 2 VR: The Schedule area turned red because of the two-month Iteration 3 & 4 design delay and although the SI vendor began Iteration 3 development on 11/1/24, there was a 3-week delay and some design escalations are still being worked with leadership. Those schedule challenges overshadowed the timely CC/IM work and the Iteration 2 SIT activities, which are on track. Although the Quality reporting area remains green, CDT is closely monitoring test results, as the Iteration 2 code defect rate began with only a 55% pass rate on functional testing. CDT has recommended the SI vendor provide weekly status on automated regression testing progress. Phase 3 DL: DMV submitted the draft of SPR #2. The project is requesting a three-year schedule slip and an increase in total project costs.

Focus Area/Rating	Comments
Governance Yellow	During the October 2024 assessment period, the project’s Governance Management health remains yellow, based on observations and analysis of the project’s governance processes. • The DXP Project Director resigned and DMV has begun the recruitment process to select a replacement. • Multiple design disagreements are at the Executive Steering Committee level for resolution. • The approval of the PM plans remains incomplete. • In October, CDT observed a disagreement on CR0018 between the SI Vendor and the DMV; CDT recommended an in-person meeting to align on a path forward. • CDT observed that IV&V have not been invited to DL meetings and has recommended they be included. • CDT observed that DL activities have not been following project PMO practices. CDT recommends those transitional workstreams be pulled under the Phase 2 PMO umbrella by including the DL activities in the PSR, weekly status reports, and reports for the Executive Steering Committee, plus managing a DL master schedule and having regular RAID meetings. CDT notes that the PMO team did begin to include DL activities in the PSR for October. • CDT recommends both parties review the weekly status report to ensure accurate reporting that represents both the SI and state perspective.
Time Management Red	During the October 2024 assessment period, the project’s Time/Schedule Management health turned red based on observations and analysis of the Project Schedule Milestones and Deliverables. • The re-baselined VR go live date is scheduled for 11/17/2025. The MS Project schedule forecast, which estimates potential delays on projected dates, projects a thirty-three-day slip beyond that date. • Design for Iteration 3 & 4, which has seventy-two transactions, had a planned end date of 9/6/2024. The schedule has been replanned to miss that date by at least two months. • The SI vendor chose to delay Iteration 3 development by three weeks to focus on finishing design. Development for that Iteration began 11/1/24. • Thirty transactions are in scope for Iteration Two. System Integration Testing (SIT) for that Iteration is on track and is being done using masked, converted data. • For Phase 3, DL, DMV has submitted a draft of SPR #2, which requests to slip the schedule three years from the planned finish date of 6/30/2026.
Cost & Contract Management Yellow	During the October 2024 assessment period, the project’s Cost & Contract Management health is yellow, based on observations and analysis of the project’s costs and contracts. • DMV has submitted a draft of SPR #2, which increases total project costs. CDT reviewed the updated Financial Analysis Worksheets (FAWs) and provided comments to the project team. • The SI Vendor and the DMV disagree on the costs for CR0018. A path forward is unclear. The CDT recommends an in-person meeting with leadership from both sides to gain alignment.
Scope Management Green	During the October 2024 assessment period, the project’s Scope Management health remains green, based on observations and analysis of the project’s scope and related processes. • DMV submitted a draft of SPR #2 to address DL changes. Scope will remain focused on DL but could include functionality leftover from OL and VR. • The VR SI vendor and DMV are managing minor scope changes through the CR process. The bulk of the scope for the vendor will be articulated in the forthcoming design. • The approved SPR #1 removed some scope from the SI vendor’s responsibility and transitioned it to DMV. • The DL Transitional Architecture effort continued with the goal of seeing how DL work could be done in chunks, or phases, and to pilot database bridging technology to facilitate that approach.
Resources Green	During October 2024 assessment period, the project’s Resources health remains green. • The team continues to need 16 out of 90 resources for FY 24/25, an 18% vacancy rate, but continues to focus on hiring and onboarding new staff. The team filled some vacant positions with consultants. • Critical Business SMEs have a very aggressive design and development schedule and are not 100% dedicated to DXP. • No tool is currently being used by DMV for Resource Management or to manage staff capacity but the DMV has shared a report used for filling vacancies. • CDT recommends that DMV and SI Vendor do a deep dive root cause analysis to ensure prompt approvals, starting with approval types on the critical path. • The DMV team has refined the FTEs necessary for VR and DL and has provided a draft update of new FAWs, which are being reconciled during the DL Stage 4 and DXP SPR #2 submission.
Quality Green	During the October 2024 assessment period, the project’s Quality Management health is green based on observations and analysis of Quality metrics and performance. CDT observes that quality is being monitored and metrics reported. • Iteration 2 development ended in early October and SIT testing began. The code for this Iteration is more complicated than the first Iteration. With 73% of the test cases executed, the pass rate for functional testing was only 55%. All 45 of the ADA test cases failed. However, 91% of the mobile tests passed. CDT will continue to closely monitor the test results. • The CDT has recommended the vendor include automated regression progress in the weekly status report.
Risk And Issues Green	During the October 2024 assessment period, the project’s Risk and Issue health is green based on observations and analysis of the project’s risks, issues, and associated processes. • The team is following the Risk/Issue project management plan to determine project-level risks, provide mitigation steps for approved risks, and track open risks and issues. • CDT sees the biggest risks at this time to be the delay in completing VR design, external dependencies, and the Phase 3 DL schedule and cost.
Transition Readiness Green	During the October 2024 assessment period, the project’s Transition Readiness health is green based on observations and analysis of the Transition activities performed. • Phase 1 OL Knowledge Transfer between the SI vendor and the state staff continued in October. • CALSTA is required to do an annual security assessment, due October 31st this year. CDT recommended doing the assessment on the full Salesforce technology stack, not just legacy infrastructure. • During October, the Organizational Change Management (OCM) team and the Training team continued multiple activities including distributing the Change Impact Report and developing Readiness Assessment Communications.
Conditions For Approval Green	During October, the CDT Project Approvals and Oversight (PAO) team observed the DXP Team completed all three approval conditions for DXP Phase 1 – OL. With the SPR #1 approval, two new Conditions for Approval of DXP Phase 2 - VR, CC/IM were required by CDT. Both conditions have been met.
Corrective Action Green	During October, the CDT Independent Project Oversight (IPO) observed there are no CAPs due from the VR SI Vendor. The team is also wrapping up joint application design (JAD) sessions, managing the schedule, and tracing the requirements and scope to contract requirements. The team implemented a revised escalation and issue resolution process.

• Special Project Report (pdf)
• Stage 4 Project Readiness and Approval Phase 2 (pdf)
• Stage 4 Project Readiness and Approval (pdf)
• Stage 3 Solution Analysis (pdf)
• Stage 3 Solution Analysis (pdf)
• Stage 3 Solution Analysis (pdf)
• Stage 3 Part B Solution Development (pdf)
• Stage 3 Part A Solution Development (pdf)
• Stage 2 Alternative Analysis (pdf)
• Stage 1 Business Analysis (pdf)